Why you need a visitor sign-in system

In today's world, security is more important than ever. Whether you are running a large corporation or a small business, you need to ensure the safety of your employees and visitors. One way to do this is by implementing a visitor sign-in system for your office. In this article, we will discuss why you need a visitor sign-in system for your office and how it can benefit your organization.

Improved Security

A visitor sign in system can help improve the security of your office by keeping track of who is entering and leaving the premises. This way, you can monitor who is coming in and going out, and if there is any suspicious activity, you can take appropriate action.

In the past it was commonplace for organisations to use a sign-in sheet, where people physically wrote in their contact details and their entry and exit times. Nowadays it is recognised that such systems can actually present a security risk as they openly display personal contact information. In contrast a digital system, can store the data in an encrypted format, keeping it private.

Better Regulatory Compliance

Many industries have compliance requirements that require visitor sign-ins to be tracked and documented. For instance, healthcare providers, financial institutions, and government agencies must keep track of all visitors to their premises. A visitor sign-in system can help you comply with these requirements and avoid any legal or regulatory issues.

Confidentiality and Non-Disclosure

A visitor sign-in system can also be used to get visitors to agree to terms and conditions before entering a building. This is particularly important for businesses that deal with sensitive information. Visitors to an office could easily find themselves walking past a unlaunched product prototype or find themselves privvy to a 12 month corporate strategy laid out on a whiteboard.

By requiring visitors to agree to terms and conditions before entering the building, you can ensure that they are aware of the rules and their obligations while on your premises.

Professionalism

A visitor signin system can give your office a more professional appearance. It shows that you take security seriously, and you are committed to providing a safe environment for your employees and visitors. This can help build trust with your customers and business partners. It's important to note that this only works if your system is easy to use. Visitors need to be able to quickly sign in and out, and do so without disrupting the flow of your office. Ideally, a visitor sign in system will also allow an organisation to customize their entry questions so that they are appropriate to the situation. For instance, a financial services company may need to have guests agree not to photograph anything in the office, whereas a advertising agency may see this as overly onerous.

If you would like to see how OfficeMaps can be used to manage visitors to your office, you can read our article on how to use our Zapier integration to create temporary user accounts.